Use the Navigation Pane This section covers items like: Changing the size of the Navigation Pane Minimising and expand the Navigation Pane

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1 Level 2 Outlook Introducing Outlook Explore the Outlook modules The different elements of the Outlook program window The different modules that make up Outlook Use the Navigation Pane Changing the size of the Navigation Pane Minimising and expand the Navigation Pane Use the To-Do Bar Minimising and expand the To-Do Bar Changing what the To-Do Bar shows Hiding the To-Do Bar Create an Creating a new message Adding recipients and a subject to an Sending an View and read s Opening an to read it Turning the Reading Pane on and off Using AutoPreview Respond to s Replying to an Forwarding an Resending an Level 2 Outlook competencies Page 1

2 Categorise items Categorising items Editing categories or create new ones Using Quick Click Flag an Flagging an Setting a start date, due date and a reminder when flagging an Marking flagged s as complete Clearing flags from s Writing and sending s Write and save drafts Working with drafts of s Change message formats The different message formats: HTML, plain text and rich text How to change from one format to another How to set a default format for new s Apply themes and stationery The difference between stationery and themes How to apply a theme to an individual message How to set a theme or stationery as a default for all new messages Set default message fonts Setting default fonts for outgoing messages Changing the font used for viewing plain text messages Level 2 Outlook competencies Page 2

3 Mark how important an is Marking an as having high or low importance Recognising such s at a glance in your inbox Mark how sensitive an is How to mark an as sensitive The limitations of sensitivity markers Set delivery options Directing replies to an to another address Delaying delivery of a message so it sends on a specific day or at a specific time Request delivery or read receipts Requesting receipts to confirm that an has been delivered or read Spotting receipts in your inbox Using the tracking page of an to see a log of receipt activity Use voting buttons Adding voting buttons to an to conduct a poll Using the Tracking page to see poll results Add a signature Creating and edit signatures Adding a signature to an individual Automatically add a particular signature to different types of responses, such as replies or forwards Level 2 Outlook competencies Page 3

4 Managing s Work with attachments Attaching a file to an Spotting s with attachments in your inbox Previewing an attachment to an Opening or save an attachment Sort s Changing how messages are arranged in a folder Sorting messages in ascending or descending order Changing which columns are displayed in a folder Work with Conversations View mail folder items as conversations Ignoring conversations Search s Searching s using the Instant Search box Using the Query Builder for more complex searches Use the People Pane Accessing and use the people pane Work with folders Creating a new folder Moving s from one folder to another Adding folders to the Favourite Folders area Archive s Archiving messages Setting up messages to be archived automatically Level 2 Outlook competencies Page 4

5 Use search folders Setting up search folders Set up rules for s Setting rules to carry out tasks automatically on incoming and outgoing s Modifying and delete rules Deal with junk Setting up Outlook's filter to move junk straight to the Junk folder and not the inbox Adding addresses to safe and blocked senders lists Letting Outlook know when it has got it wrong and marked as junk when it shouldn't have Clean up the mailbox Emptying the deleted items folder automatically when closing Outlook Using Mailbox Cleanup to find and remove old or large s Set up an out of office reply Using the Out of Office Assistant to send replies while you are away Setting up rules for the Out of Office Assistant to follow while you are away Set security options Using Outlook's Trust Center to set security options for s, such as preventing images and HTML from being displayed Work with data files What data files are and how they are used How to create a data file How to add and remove data files Level 2 Outlook competencies Page 5

6 Using the Calendar Looking at the calendar module The different parts that make up the calendar module How to change the view of your calendar from day to week to month How to jump to a particular date in the calendar The difference between appointments, events and meetings Create an appointment Creating an appointment Adding further details using the appointment window Setting an appointment to repeat on a regular schedule Create an appointment from an Creating an appointment from an Add an event Adding an event to your calendar Changing how the event is marked Request a meeting Requesting a meeting Replying to a meeting request Tracking responses to a meeting request Use the Scheduling Assistant Using the Scheduling Assistant to find the best time for a meeting Make changes to a meeting Updating meeting attendees Changing the meeting time Proposing a new meeting time Level 2 Outlook competencies Page 6

7 Set calendar options Defining your working week Defining your working day Adding a second time zone Adding holidays Create and use multiple calendars Creating a new calendar Displaying more than one calendar at the same time Copying items between calendars Share your calendar with a colleague Sharing your calendar with a colleague in the same organisation Managing sharing permissions to control what your colleagues can see Share your calendar with somebody outside the organisation Sharing your calendar by Publishing your calendar to the web Working with Contacts Looking at the contacts module How Outlook stores contact information How to view your contacts in different ways How to open a contact to see and edit more information How to find and search your contacts Create a new contact Creating a new contact Creating a new contact from the same company Level 2 Outlook competencies Page 7

8 Create a new contact from an Creating a contact from a message header Creating a contact from an electronic business card Use contacts folders Creating a new contacts folder Adding a contact to the folder Sharing a contacts folder Use electronic business cards Creating a business card for yourself Changing a business card's design Inserting a business card into an Create a contact group Setting up a distribution list Adding and remove list members Merging distribution lists Use a contact group Sending an or request a meeting with distribution list members Using Tasks View tasks and to-do items The difference between tasks and to-do items How to view tasks and to-do items in the Tasks module How to see tasks and to-do items in other places in Outlook Create a task Creating a task using the toolbar Creating a task from an Level 2 Outlook competencies Page 8

9 Record progress on a task Recording progress on a task Changing a task's status Updating a task's notes and record secondary information Marking a task as complete Manage tasks with folders Setting up a new folder for tasks Moving or copy a task from one folder to another Sharing a tasks folder with a colleague Assign a task to somebody else Delegating a task to another Outlook user Accepting or decline a task that has been assigned to you Provide updates on a task Sending status reports on tasks Using Notes and the Journal Create a note Opening the Notes module Creating a note Manage notes Viewing notes in different ways Categorising notes Use Outlook's Journal Opening the Journal module Configuring Journal tracking options Adding a Journal item manually Level 2 Outlook competencies Page 9